Automatically Flagging Past Due Accounts

When enabled, past-due accounts get a very visible red warning at the top so reps can see they have outstanding balances. However, it does not prevent reps from placing another order on the account.  Vinosmith does have a feature to block orders for past-due accounts.  Please see the link at the bottom of this article. 

Once a day, Vinosmith will automatically scan all of your Accounts, flagging those past due and unmarking those Accounts that have been cleared. At this time, notifications will be delivered to your Sales Reps and Account Contacts (if this setting is enabled). Notifications will only be sent when an Account transitions to Past Due for the first time in a new cycle. 

It can take up to 24 hours for changes to the A/R system, such as updating the cut-off threshold or enabling it as a whole to take effect!

An account is flagged according to the Cutoff Threshold you specify. The Cutoff Threshold is the number of days PAST the standard due date that an Account is considered past due. For example, if your standard terms are 30 days, and you want an account that has gone unpaid for 40 days to be flagged, you would put 10 as your Cutoff Threshold.

If Vinosmith flags an Account as past-due and then later open invoices are marked as Paid (either by a Quickbooks Payment reconciliation process or manually marking) there is a 2-hour delay for when the Accounts Past Due flag is removed.

Please note: To use this feature, you must mark Invoices as Paid in Vinosmith actively. Otherwise, all invoices will be considered open and past due. For instructions on how to mark invoices as paid please see this article

Enabling Automatic Account Flagging (2-Part Process)

Part 1

1. Click on My Account in the top right corner

2. Click on Manage on the left-hand side

3. Click on Edit in the left column

4. Scroll down to the Accounts Receivable section

5. Check the box next to Enabled?

6. Specify a Cutoff Threshold: This is the number of days PAST the standard due date that an Account is considered past due.

7. Check Notify Account Contacts? for Account Contact(s) to be emailed (Contact must have Receive invoices? checked in order to receive the email).

8. Scroll to the bottom and click the blue Save button

Part 2

1. Navigate to the Wines tab

2. On the left-hand side under Suppliers, click on the red Manage Suppliers link

3. Select the supplier you would like to flag past-due accounts automatically

4. On the left-hand side under Suppliers, click the red Edit link

5. Scroll down to the Accounts Receivable section towards the bottom of the page and select your options:

   1. Enabled: yes/no only means that should these invoices have language about being paid over in Marketplace. When that is not checked, any invoices over in Marketplace land look like: https://share.zight.com/OAue0PEO. Compare to when the Supplier does have A/R enabled and the language / actions are https://share.zight.com/o0uzb6B8

   2. Flag Past Due Accounts: Will flag the account past due based on the terms and past due threshold set at the admin panel. Optionally includes the ability to send notifications to Sales Reps and Accounts. When an account is past due we generate a single email and set the TO: with all the account contacts flagged to receive invoices.

   3. Deliver Weekly A/R Email? This is a feature for Brokers. For more information, please see this article

   4. Negative Invoice Handling? There is an option to either close negative invoices or keep negative invoices open, until balance due is exactly $0.

6. Scroll to the bottom of the page and click the blue Update button

**Repeat step 2 for each supplier you would like to flag past-due accounts automatically**